Individualised Learner Record (ILR) guide

Preparing for the ILR

Submitting the ILR is a requirement for stand-alone post-16 providers in England. Further guidance regarding the ILR can be found on the DfE’s Website.

This guide will run through how to make sure you’ve got all the information required by the ILR before submission, how to resolve our errors, and how to download your completed ILR to submit it.

To see the collection availability for when you need to complete and submit the ILR here: Data collection maintenance schedule


Running your ILR

To navigate to your ILR page on Arbor go to School > Data > Export > Data Returns. Here you will see a list of the different censuses for the academic year to date.

The date on the left-hand side of the page is the official census day and the date in italics to the right-hand side of the screen is the deadline date for submission.



Click More information in the slide over.



On the overview page, you will see information on the return. Click the Generate Return button to get started.


You’ll see that the generation is in progress.


Once the ILR has been generated, you will get a notification in the speech bubble in the top right-hand corner of your screen letting you know the generation is complete.



Click on this to jump to your generated ILR.



You can review an existing return from School > Data > Export > Data Returns. Select the return you are completing, then click More information in the slide over.

Select your most recently generated ILR.



Resolving Errors

Further guidance regarding the ILR can be found on the DfE’s website.

You will be shown a list of the errors. Click the error to add the required information.

Top Tip: Saved changes will not be reflected in the table instantly, you will need to click the Generate Return button to see any changes made. We recommend you solve multiple errors before refreshing your ILR so you don’t waste time waiting for it to generate.



Submitting your ILR

Once you’ve resolved all the errors, click the Download Return button to download your ILR.



When you download the ILR, it will automatically save it to your computer in XML format. We are unable to advise you where this will have been saved as it will depend on the configuration of your computer. However, this will most likely be set to save in your Downloads folder by default. Do not open the file!

Once the ILR is downloaded out of Arbor, it is your responsibility to upload it to the DfE website.


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